Accounting Technician 1

Summary: Under general supervision, employees in the class work in the preparation and maintenance of sub-professional accounting records, financial statements, and/or reports of moderate to considerable complexity.

Distinguishing Features: This class differs from that of Account Clerk in that an incumbent of the latter performs bookkeeping and clerical tasks of a more routine nature. This class differs from that of Accounting Technician 2 in that an incumbent of the latter is responsible for supervising and participating in the preparation and maintenance of accounting records, reports, and financial statements of greater volume, difficulty, and/or complexity.

RESPONSIBILITIES

Resolving Conflicts and Negotiating with Others:

1. Manages complaints from internal and external customers effectively by providing clear and accurate information and possible courses of action to resolve the issue(s).
2. Resolves pay issues by producing payroll supplementals as required.

Training and Teaching Others:

1. Provides training to new employees in an equivalent role as needed.
2. Provides training to co-workers in the operation of accounting based databases, policies, and procedures.

Processing Information:

1. Processes paycheck modifications including, but not limited to, garnishments, overpayments, and salary adjustments.
2. Processes accounting transactions in electronic databases between two or more state agencies.
3. Generates requisitions, purchase orders, receipts, and vouchers originating in assigned work unit as necessary.
4. Calculates overall invoice totals, account adjustments, and purchases/account deductions to generate reports, spreadsheets, and adjustment forms.
5. Applies cash and checks received to appropriate accounts.
6. Calculates and disburses funds from trust fund accounts as required.
7. Categorizes expenses using appropriate expense codes to ensure proper allocation.
8. Resolves employee time sheet exceptions as necessary.
9. Codes adjustment sheets based on information received to adjust accounts.
10. Codes requisitions using appropriate product/category codes to assign the goods/services to the correct account.

Evaluating Information to Determine Compliance with Standards:

1. Audits travel expenses, requisitions, accounts receivable, and accounts payable vouchers.
2. Reviews payable time detail report and preliminary payroll register to ensure correct payroll processing and correct payouts to employees.
3. Audits state credit card purchases.
4. Audits documentation attached to account requests to ensure completeness and accuracy.
5. Verifies all fields on submitted invoices/adjustments to match information in electronic databases.
6. Audits commissary counts against electronic inventory data to ensure accuracy.
7. Verifies receiving report against billing invoices to ensure accuracy.
8. Verifies electronic data entries with outside vendors to ensure accuracy.

Analyzing Data or Information:

1. Researches outstanding checks, overpayments, and underpayments and performs cancel and/or re-issue as necessary.
2. Researches checks stubs, email chains, letters, and other documentation related to refund requests to determine refund amounts and to whom refunds should be sent.
3. Analyzes submitted documentation to ensure a valid justification for account adjustment requests.
4. Researches documentation received with cash and checks to determine appropriate account(s) for deposit.
5. Analyzes exception reports to determine what course of action is necessary to resolve the issue.
6. Researches employee benefits issues to determine sources of error and appropriate responses.

Interacting With Computers:

1. Enters data into electronic databases to ensure accurate processing and record keeping.
2. Sets up spreadsheets by writing formulas and functions to facilitate the processing of accounting information.
3. Uses electronic office productivity software (Word, Excel) to perform daily tasks.
4. Schedules automated queries in electronic databases as required.
5. Pulls relevant information from electronic databases using wizards and forms as required.
6. Enters time and leave requests in electronic databases as required.

Documenting/Recording Information:

1. Allocates expenses internally to appropriate accounting string to ensure funding occurs appropriately.
2. Processes cash and checks received and reconciles them against internal and external account records.
3. Maintains records for funds, including but not limited to trust funds, inmate funds, and interdepartmental fund transfers as necessary.
4. Maintains account entries in electronic database to ensure accurate record keeping.
5. Maintains electronic spreadsheet logs of contract information and office equipment.
6. Scans and upload accounting documents into electronic databases.

Making Decisions and Solving Problems:

1. Approves or denies travel requests, expenses, and vouchers.
2. Reviews and approves cashiering database entries.

Interpreting the Meaning of Information for Others:

1. Fields calls from external and internal customers to explain account status information, internal policies and procedures, and other information as required.
2. Explains and interprets employee benefits programs and policies to fellow employees.

Establishing and Maintaining Interpersonal Relationships:

1. Communicates with internal and external customers in a friendly and courteous manner to promote healthy relationships and provide exceptional customer service.
2. Establishes relevant vendor contacts to provide a go-to resource for problem solving and daily interactions.

Monitoring Processes, Materials, or Surroundings:

1. Monitors trust funds for individuals in state custody to track balance amount and to ensure accuracy.
2. Monitors internal and external vendor contracts in electronic databases to ensure accurate processing and record keeping.
3. Monitors employee time sheet entries to identify exceptions.
4. Verifies vendor address information when paying bills.
5. Monitors the status of invoices to ensure proper processing.
6. Monitors tracking system and daily reports to ensure that payments are processed.

Communicating with Supervisors, Peers, or Subordinates:

1. Communicates issues identified with documentation and records to the appropriate internal business partner(s) and supervisor.
2. Communicates with supervisor to identify proper courses of action to resolve problems as they arise.
3. Communicates with co-workers to assist with problem solving and resolution.
4. Submits weekly processing log to supervisors to monitor workload.

Communicating with Persons Outside Organization:

1. Communicates with external customers verbally and in written form to request/provide additional information as needed.
2. Conducts verifications of employment in writing and over the phone for outside requestors.

Getting Information:

1. References electronic databases and paper files for invoice information, accounts payable/receivable, adjustment information, and fund information to assist with daily activities and respond to inquiries.
2. Contacts internal and external customers to resolve identified issues.

Performing General Physical Activities:

1. Travels to internal and external sites on foot to deliver mail, make bank deposits, and pick up relevant departmental packages.
2. Climbs ladders to perform inventory counts as required.
3. Archives physical documentation to ensure accurate record keeping.

Updating and Using Relevant Knowledge:

1. Maintains department specific in-service training levels to maintain required certifications.
2. Attends accounts payable training courses as required.

Organizing, Planning, and Prioritizing Work:

1. Prioritizes daily task list as needed to ensure timely responses.
2. Organizes paper files including but not limited to invoices, adjustment forms, and court orders to meet record keeping requirements.

Operating Vehicles, Mechanized Devices, or Equipment:

1. Operates basic office equipment including but not limited to copiers, scanners, faxes, and calculators.
2. Utilizes state owned vehicles to facilitate daily pick up and drop off of accounting documents and bank deposits as necessary.

Handling and Moving Objects:

1. Carries and handles paper documentation as required and requested.

Performing Administrative Activities:

1. Runs routine and ad-hoc queries and reports.
2. Maintains paper files and other filing.
3. Routes mail to appropriate receiver based on content analysis.
4. Opens and processes mail.

QUALIFICATIONS

Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to two years of full-time clerical accounting or auditing work.

Substitution of Experience for Education: Qualifying full-time clerical accounting or auditing experience may be substituted for the required education on a year-for-year basis.

Substitution of Education for Experience: Accounting coursework from an accredited college or technical institute may substitute for the required experience under one of the following conditions: 4.5 quarter hours in accounting or bookkeeping is equivalent to a one-year substitution, 9 quarter hours in accounting or bookkeeping is equivalent to a two-year substitution; 12 quarter hours in accounting or bookkeeping is equivalent to a two and a half year substitution; 15 quarter hours in accounting and bookkeeping is equivalent to a three-year substitution.

Necessary Special Qualifications: None.

Examination Method: Education and Experience,100%, for Preferred Service positions.

COMPETENCIES

Competencies:

1. Time Management
2. Customer Focus
3. Listening
4. Patience
5. Self Knowledge
6. Business Acumen
7. Functional Technical Competencies
8. Priority Setting
9. Decision Quality
10. Problem Solving

Knowledge:

1. Basic knowledge of accounting principles
2. Basic knowledge of mathematics (arithmetic)
3. Basic knowledge of computer operation
4. Basic knowledge of customer and personal service
5. Basic knowledge of clerical procedures including but not limited to operation of calculator, basic office equipment, and filing procedures
6. Basic knowledge of office productivity software including but not limited to Microsoft Excel, Word, and Outlook

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